GENERAL PURPOSE OF THE JOB:
The Document Control Manager is responsible for developing, implementing, and maintaining a comprehensive document control system that supports the Company’s quality management system and other business processes. Including the implementation of procedures for the creation, review, approval, distribution, archiving, and disposal of controlled documents. The incumbent is also responsible for the Company’s knowledge base and records management system of the company.
DUTIES AND RESPONSIBILITIES:
- Manages the Company's knowledge base and records management system, including the development and implementation of policies regarding retention schedules of physical and electronic documents;
- Manages the document lifecycle, from creation to archival or disposal, to ensure that documents are organized, categorized, and indexed in a systematic manner;
- Ensures that confidential information is protected from unauthorized access by developing and implementing access control policies and procedures, and monitoring user activity;
- Ensures that documents being requested are distributed to the appropriate individuals or departments in a secure and controlled manner, ensuring confidentiality, access control based on the document's sensitivity, and free from alteration;
- Develops and implements procedures for the recording, circulation, transmission, and delivery of incoming and outgoing correspondence;
- Develops and implements a document management system to maintain and archive all technical and non-technical project documentation, including contracts, site project plans, building blueprints, correspondences, permits, and government approvals, in both physical and electronic formats;
- Identifies the organization’s gaps in quality management policies and procedures and creates plans to address them;
- Leads the development of QMS policies and procedures, and document control system, and ensures that they are aligned with the organization’s overall goals and objectives;
- Ensures that the QMS policies and procedures are established, well-defined, and communicated to all employees to ensure the consistency of its application in all business units;
- Supports the Company’s ISO 9001 Certification by effectively implementing ISO mandatory procedures including control of documents and records, internal audit procedures, and corrective and preventive action procedures;
- Oversees the disposal of obsolete documents while adhering to legal requirements; and
- Performs other tasks as may assigned by the immediate superior.